Tupperware implemented an electronic document management system using Konica Minolta

2021: Implementation of electronic document management system

On October 21, 2021, Konica Minolta announced that Tupperware had introduced an electronic document management system.

The Austrian Tupperware began using an electronic account processing system and digital archive, which accelerated the process of working with accounts and searching. In the information future, according to the information company, Tupperware plans to completely abandon the use of a separate space for storing paper documents. The project was implemented with the participation of the ECM Konica Minolta solutions team.

Illustration: www.sscclub.ru

Austrian law obliges companies to keep accounts for seven years for tax reporting. In the Tupperware division operating in the country, this archive occupied a whole room, and the company needed to digitize it.

"If we decided to engage a scanning service provider to digitize all of our documentation in full and in accordance with regulatory requirements, this would require an impressive budget. And we would have to repeat this procedure at the end of each fiscal year, " explains Peter Moser, head of production of Tupperware Austria.

Therefore, the company decided to digitize the account processing process by introducing an electronic document management system and a digital archive that meets regulatory requirements. During the tender, the organization received offers from several suppliers. Konica Minolta, which at that time already supplied Tupperware with multifunctional devices (MFIs), offered the most suitable solution that meets the following criteria: a simple user interface that can be easily adapted to take into account the peculiarities of the company's business processes, as well as the ability to scale.

Konica Minolta also offered Tupperware an attractive licensing model that takes into account only employees working simultaneously with the system.

"In addition to our four users, who often use the system, there are many other employees who occasionally enter it, for example, to approve accounts. If we needed licenses for all these users, this would immediately lead to an increase in fixed costs. And with this decision, we managed to avoid the irrational use of funds, "- explains Peter Moser.

The document management system was implemented with the interaction of Tupperware employees and Konica Minolta ECM specialists. Thanks to the decision, the company was able to gradually get rid of the physical archive: it will be reduced annually by one fiscal year and will be automatically liquidated in seven years. The transparency of account processing has also increased: Tupperware has the opportunity to track the status of an account of interest from anywhere in the world at any time.

"Previously, accounts were moved from one folder to another, depending on which stage of processing they were. Now, with one click of the button, you can track which invoices have been received, which have been agreed and paid, and which can be transferred to the archive, "- tells Peter Moser.

The Tupperware system makes it much easier to process, reconcile, and automatically forward invoices to the next employee from anywhere, including home offices.

"In any other case, we would have to redirect accounts from employee to employee by regular mail, which would be as ineffective as leaving accounts in the office until the responsible employees can return for them. These working conditions, formed in the context of COVID-19, opened everyone's eyes to the need for flexible organization of work processes. Now, the ability to conduct EDOs regardless of the location of employees is of great importance, "- concluded Peter Moser.